Administrative Assistant I, ACES

Company: Laramie County Community College
Location: Cheyenne
Posted on: June 6, 2021

Job Description:

The mission of Laramie County Community College is to transform our students' lives through the power of inspired learning. Our over-arching goal is that our accomplishments as a community college will distinguish LCCC from others in the nation, in turn benefiting our communities and bringing pride to the Great State of Wyoming.  Our core values include Passion, Authenticity, and the Desire to Make a Difference. 

Job Summary:

Core responsibilities of this position include:

The Administrative Assistant for ACES is full-time, benefited position, responsible for providing operational and customer service support to the ACES program. Representative responsibilities include but are not limited to: providing customer service, answering phone calls, receiving visitors, coordinating and responding to correspondence, supporting office functions/receptionist duties, maintaining and entering data, completion of and tracking of paperwork, and assist with all associated filing and program projects. This position will also be a point of contact for instructors, students, and visitors, order and maintain inventory of office supplies; maintain and track purchase orders/requisitions; perform billing and cashiering; support and complete necessary reports, documentation, and forms as related to program operations.

LCCC in its strategic plan has identified important Core Values and Aspirational Values, which are inherent in the cultural fabric of the College.  The person fulfilling this role is expected to bear these qualities and advocate for them.   

http://lccc.wy.edu/StrategicPlan/index.aspx#goal1

Other tasks may be assigned based on contemporary institutional need.

Compensation: This is a Classified 3 position. Starting hourly wage: $12.31-$14.16.

Screening Date: Position open until filled. For full consideration, apply by April 30th, 2021.

Start Date: June 1st, 2021. 

Essential Functions: (to perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions – this position is Non-Exempt, i.e., is eligible for compensatory or overtime pay provisions of the FLSA.  This listing of essential duties is not all-inclusive, but representative; other duties may be assigned).

Customer Service:

• Provide general customer service for the program including greeting visitors, answering phone calls, responding to emails, drafting communications, routing inquires to the appropriate point of contact, and resolving complaints
• Assist students in navigating the office and its resources
• Schedule new students for intake, orientation, placement exams, and other testing
• Assist students, staff, and faculty with questions and needs for student groups and organizations
• Assist in scheduling the use of space in classrooms and meeting spaces
• Facilitate communication with internal campus organizations, campus departments, and service providers regarding programming and program operations

Program and Office Support:

• Support all office responsibilities, such as general office work and receptionist duties. Receptionist duties include: receiving incoming calls, scheduling, taking messages and/or relaying the messages to the appropriate staff
• Maintain up-to-date knowledge of program operations; including program schedules, what services are offered, and the location/status of applicable courses
• Order supplies and monitor supply inventories 
• Create, maintain, and enter class data in the College’s systems and keep the course catalog current
• Process payments, issue receipts, and prepare deposits for the program
• Report and track equipment, telephone, and building problems to appropriate department
• Prepare agendas and take minutes at staff meetings
• Collect and verify student and staff data, prepare folders, and enter electronically into the appropriate system
• Maintain a listing of available Integrated Education & Training (IET) options
• Act as a resource and provide students with direction to campus resources and programs relating to IETs
• Prepare and process student age waivers with the Community College Commission
• Assist program manager and instructors with various projects
• Support program budgetary procedures through monitoring balances, purchases, and documentation in accordance with LCCC policy; communicate with the manager of the program regarding budget status
• Assist in organizing and keeping track of purchase receipts, checking out LPOs, PCards, etc.
• Assist with clerical needs and paperwork processing for both internal department forms and other campus department forms

Nonessential Functions:  

An employee in this position may perform some of these responsibilities on an infrequent basis.

• Coordinate HSE graduation and other student events
• Assist in student recruiting and retention
• Assist with preparation of grant requests
• Act as a back-up Work Keys examiner
• Create flyers and promotional materials or other modes of communication for programs or events
• Attend required training and conferences; travel and overnight stay may be required
• Assists in development of the annual program budget
• Assists the College in local, state, regional, or national projects and programs, board, or groups when appropriate
• Solicits feedback and implements suggestions from students and peers
• As required attend college, division, and program trainings/meetings
• Overnight travel may be required

Knowledge, Skills, and Abilities:

• Knowledge in budgetary maintenance, organization, reporting, and compliance
• Ability to maintain and organized and orderly work environment
• Ability to operate and troubleshoot standard office equipment (computers, telephone, printer/copiers, fax, projectors, etc)
• Knowledge and proficiency Microsoft Office and similar software. (Excel, Word, PowerPoint, Adobe, etc.)
• Ability to learn to maintain basic website updates and web-based programs
• Excellent communication skills, both written and oral
• Ability to prioritize, triage, and work in a high-paced environment with multiple tasks and projects performed simultaneously
• Knowledge of effective customer service techniques with the ability to present one’s self and the college in a positive and professional manner
• Ability to respond to common inquiries from college faculty and staff, regulatory agencies, vendors, regional business community, and others as may be necessary
• Ability to effectively and professionally execute the essential functions of this position with proven capabilities in establishing appropriate professional rapport, communicating with courtesy and tact, accurately determine other’s needs, collect necessary information, and follow-through when requested
• Ability to read and interpret instructions in oral, written, or diagrammatical form (e.g., a flow chart of a process). Ability to read, interpret and consider possible applications of business literature and legal documents
• Ability to travel, when necessary

Physical/Mental Demands: (The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

To successfully perform the essential functions of this position, an employee must be able to:

·       Maintain appropriate composure and necessary confidentiality with regard to both past and current employee, student, and donor data; documents; issues; etc., and respect privacy needs of employees, students, donors

• Comply with highly inflexible deadlines; there will be multiple occurrences of sudden, urgent task completion required
• Adapt to a variable work schedule including occasional evenings and weekends as needed
• Interact professionally, diplomatically, and appropriately in interacting with employees and/or students, past employees and/or students, members of the general public, and others who express opinions, may exhibit strong emotions

·       Frequently move around the assigned work areas as well as within hallways, meeting rooms, and other parts of the campus facilities while performing the essential duties of this position

• Engage in multiple/daily instances of prolonged sitting, standing, and personal computer use, which would include keyboard and/or mouse usage as well as viewing a computer monitor

·       Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions

·       Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus

• The overall work environment requires the mental ability to shift focal point quickly due to interruptions; an employee must be able to mentally track multiple projects and tasking as well
• The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds

Minimum:

• Associate degree from an accredited institution in business, education, counseling, or related field of study; four or more years of direct experience and the equivalent to a high school diploma may be substituted for this education requirement
• Two years of experience in a customer service or office setting

Preferred:

• Bachelor’s degree from an accredited institution in business, education, counseling, or related field of study
• Four or more years of experience in a customer service or office setting
• One year of experience in higher education, student program organization, or program support

LCCC DOES NOT SPONSOR H1B VISAS.

Equal Opportunity and Affirmative Action Employer

Laramie County Community College is committed to providing a safe and nondiscriminatory educational and employment environment. The college does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, political affiliation, sexual orientation or other status protected by law. Sexual harassment, including sexual violence, is a form of sex discrimination prohibited by Title IX of the Education Amendments of 1972. The college does not discriminate on the basis of sex in its educational, extracurricular, athletic or other programs or in the context of employment.

The College has a designated person to monitor compliance and to answer any questions regarding the college’s non-discrimination policies:  Please contact: Title IX and ADA Coordinator, Room 205B, Pathfinder Building, 1400 E College Drive, Cheyenne, WY  82007, 307-778-1217,TitleIX_ADA.Coordinator@lccc.wy.edu.

http://lccc.wy.edu/

http://www.lccc.wy.edu/about/humanresources 

Keywords: Laramie County Community College, Cheyenne , Administrative Assistant I, ACES, Other , Cheyenne, Wyoming